Privacy Policy

1. About this policy

Vibe Studio respects your privacy. This policy explains how we handle personal information when you visit our website, contact us, request a quote, book services, or work with us on a creative project.

It applies to our graphic design, branding, website design, app creation, and other creative services.

2. Information we collect

Depending on your interaction with us, we may collect:

• Contact information: Your name, email address, phone number, and business contact details.
• Inquiry and booking information: The services you request, project requirements, budget, and preferred schedule.
• Project materials: Text, photographs, logos, files, feedback, and other materials you provide. These may contain personal information.
• Billing information: Billing details, invoices, payment amounts, and payment status.
• Communications: Emails, messages, approvals, and other correspondence about your project.
• Technical information: Our website hosting and security providers may process information such as IP addresses, browser details, request times, and security logs.

Please provide only the information needed for your inquiry or project. Do not send payment card details, passwords, government identification, or other sensitive information through an ordinary contact form or email.

If project access is necessary, we will arrange an appropriate way to provide it.

3. How we use your information

We use personal information to:

• Respond to inquiries and prepare quotes.
• Confirm bookings and deliver agreed services.
• Communicate about drafts, revisions, approvals, and delivery.
• Manage invoices, payments, and business records.
• Provide agreed support.
• Protect our website and services against misuse.
• Meet legal obligations and address disputes.

We will explain any materially different purpose and obtain consent where required before using your information for that purpose.

4. Consent and your choices

We seek consent appropriate to the information and the purpose for which it is collected, used, or disclosed, unless applicable law permits or requires otherwise.

You may contact us to withdraw consent, subject to legal or contractual restrictions and reasonable notice. We will explain any consequences, including whether we can continue providing a service that requires the information.

Consent to receive optional marketing messages is separate from arranging or purchasing a service.

5. Payments

If you pay through a third-party payment service, that provider processes payment information under its own privacy policy. We may receive transaction details, such as the amount paid, payment status, and transaction reference.

Please do not send full payment card numbers or security codes to us by email or through our inquiry forms.

6. Service providers and disclosure

We may use service providers for website hosting and security, email, file storage, project collaboration, invoicing, and payment processing.

We limit information shared with these providers to what is reasonably needed for their role and use appropriate contractual or other safeguards where required.

Our website uses Cloudflare for hosting and related website services. Our contact email uses Microsoft Outlook.

We may also disclose information where required or permitted by law, including to comply with a lawful request or address a legal dispute.

We do not sell your personal information.

7. Creative tools and AI-assisted work

Some projects may involve third-party design, development, or AI-assisted tools.

Before submitting personal or confidential customer information to an AI service, we will explain the proposed use and obtain consent where required. We will seek to use anonymized or non-personal materials where practical.

You may tell us about confidentiality requirements or restrictions on tool use before your project begins so we can agree on a suitable approach.

8. Portfolio use

As described in our Customer Terms of Service, we may display completed, publicly released work in our portfolio unless you ask us not to in writing.

Portfolio use does not include confidential information, account credentials, or unpublished customer materials. If showcasing a project would reveal personal information that is not already intended for public release, we will obtain permission before publishing it.

Contact us at vibestudiodesign@outlook.com to discuss portfolio restrictions or request removal of work we have displayed.

9. Cookies and website technologies

Our hosting and security providers may use cookies or similar technologies to operate and protect the website.

If we introduce optional analytics, advertising, or tracking technologies, we will explain their purposes and provide consent choices where required.

You can manage cookies through your browser settings. Blocking some technologies may affect website functionality.

Links to external websites take you to services governed by their own privacy policies. Embedded third-party content, if used, may also allow its provider to process technical information about your visit.

10. Storage and international processing

Information may be stored or processed in Canada or other countries where our service providers operate. Information processed outside Canada may be subject to the laws and lawful access requirements of that country.

You may contact us for information about the providers and safeguards relevant to your project.

11. Retention

We retain personal information only as long as reasonably needed to deliver services, provide agreed support, maintain required business records, and meet legal obligations.

Retention periods depend on the type of information and its purpose. Project files are not guaranteed to be stored indefinitely; please keep your own copies of final deliverables.

When information is no longer needed, we will securely delete, destroy, or anonymize it, subject to backup cycles and applicable retention requirements.

12. Security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we handle. Access is limited to people and providers who need it for an authorized purpose.

No method of electronic transmission or storage is completely secure. If a privacy breach occurs, we will assess it and take any notification, reporting, and other steps required by applicable law.

13. Access, correction, and privacy requests

You may contact us to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Ask about our collection, use, disclosure, or retention practices.
• Withdraw consent or request deletion.
• Raise a privacy concern.

We may need to verify your identity before acting on a request. We will respond within the timeframe required by applicable law.

Some information may need to be retained for legal, accounting, or dispute-related reasons. If we cannot fulfil a request in full, we will explain the reason where permitted.

14. Marketing communications

We will obtain any consent required before sending optional promotional emails or messages. You may unsubscribe using the instructions in the message or by contacting us.

Unsubscribing from marketing does not prevent necessary communications about an active inquiry, project, invoice, or service.

15. Changes to this policy

We may update this policy as our services or practices change. The current version will show its effective date.

For material changes affecting how we handle your personal information, we will provide appropriate notice and obtain new consent where required.

16. Contact and complaints

Privacy questions, requests, and complaints may be directed to the person responsible for privacy at:

Vibe Studio

VIBEZ STUDIO DESIGN

Email: vibestudiodesign@outlook.com

We will review and respond to privacy concerns. You may also contact the applicable federal or provincial privacy regulator.